Workflows
Learn how to create and use workflows to easily route your proof through groups of reviewers, each proofing in turn.
By PageProof and 1 other2 authors30 articles
A guide on workflow rolesHere’s an explanation of all the different roles that you can have on a proof using a workflow (reviewer, mandatory, gatekeeper)
Creating and saving a workflow templateYou can create, and save a workflow template for use later, in 3 different areas of PageProof. Here’s how.
Sharing a workflow templateOnce you have created a workflow template, you can share the template with others so they can use it when creating proofs too.
Favorite a workflow templateFavorite workflows you commonly use for quick access when setting up proofs. These will display at the top of your workflow list.
Deleting and duplicating a workflow templateWhen managing your workflow templates, you might like to duplicate a workflow template, or delete templates that are no longer used.
Creating a new workflow in the proof setup screenYou can create a new workflow from scratch in the proof setup screen – add as many workflow steps that you need & save it as a template too.
Setting how many mandatory/gatekeeper/approver decisions are requiredWhen multiple mandatories or gatekeepers are in the proof’s workflow, you can set how many decisions are required for the proof to move on.
Start a proof at a certain step of the workflowA proof can start partway through the workflow if you like. E.g, you can choose to start the proof at step 2 rather than step 1. Here’s how.
Understanding workflow template usageWorkflow template usage helps you understand which templates are actively being used by your team. Identify popular workflows, favorite the templates you use most, and clean up templates that are…
Proof owner
Explaining the role of the proof owner
Explaining the role of an ownerWhat can an owner of the proof do? What makes this role important? What permissions do they have over the proof?
Skipping mandatory/gatekeeper reviewersYou can skip all mandatory and gatekeeper reviewers in a workflow step – all at once, with one click. Or skip an individual.
Passing your proof to another ownerIf you aren’t sure who needs to review and approve your proof, or what workflow to use, you can assign another owner who does know.
Approving the proof on behalf of the approverAs the proof owner, you may need to approve the proof on behalf of the approver. This will notify the approver and any other proof owners.
Reverting the to-do listIf you have sent the proof owner a to-do list and you now want to add more to-dos, ask the proof owner to revert the to-do list.
Stop the workflow and upload a new versionAs a proof owner, if you need to stop the workflow when the proof is still in progress and upload a new version, you can.
Adding a reviewer to an older proof versionDo you have new reviewers who need to access previous versions as well? Here are three ways you can achieve this.
Reviewer
Explaining the role of the reviewer in a workflow
Explaining the role of a view only reviewerWhat can a reviewer who is view only in the workflow do? Who should be made view only?
Explaining the role of a reviewerWhat can a reviewer in the workflow do? When should you assign the reviewer role?
Explaining the role of the mandatory reviewerDo you have key stakeholders who must look at the proof? Make their review mandatory in the proof’s workflow.
Assigning the inviter permission for a reviewerAs the proof owner, you can allow a reviewer to invite others to review the proof – handy if you’d like them to add others to the workflow.
Gatekeeper
Explaining the role of the gatekeeper in a workflow
Explaining the role of the gatekeeperWhat can a gatekeeper in the proof’s workflow do? Who should be made a gatekeeper, and how do they release the proof to move on.
When to lock the proofWhen a gatekeeper or approver opens the proof, PageProof will ask if they want to lock it. So what does it mean to lock the proof?
Approver
Explaining the role of the approver in a workflow
Explaining the role of the approverWhat can an approver in the proof’s workflow do? What makes this role important? What is their responsibility in the workflow?
Multiple approversA workflow can have multiple approvers if you’d like. Here’s everything you need to know.
Approving a proofThe approver can give final sign-off on the proof. The approver is the person in the final step of the workflow.
Returning a to-do listAs a gatekeeper or approver, if you’d like changes to be made to the proof you need to return a to-do list to the proof owner.
Approve button pushed too quickly? No worries.Occasionally, after the approver clicks approve they might spot a change to be made – you might want to withdraw the approval, and you can.
Editor
Explaining the role of the editor on the proof
Explaining the role of the editorWhat can an editor of the proof do? What makes this role important? What are they able to do on a proof.
How an editor can assign a new version to an owner to sendDon’t want the editor to send out new proof versions? Here are instructions on how the editor can pass the new proof version to the owner.
Assigning a to-do list to an editorAfter a to-do list has been returned to the proof owner, an editor can be assign to action the to-dos. The editor can upload a new version.